Schedule Meeting

How It Works #

1. The Candidate reaches the Schedule Meeting Step.
2. Available time slots are shown (from connected calendars).
3. The Candidate selects a preferred time.
4. The meeting is booked automatically.
5. An event is created in the connected calendar.
6. The Journey continues.

How to Configure #

1. Open your Agent in the Agent Editor.
2. Go to Path Steps.
3. Click Add Step → select Schedule Meeting.

Basic Setup #

• Display Text → Message shown to the Candidate (e.g., "Please select a time for your meeting.")
• Proceed Button Name → Label shown after booking (e.g., "Continue")

Meeting Details #

• Meeting Name → Internal reference name
• Meeting Organiser → Email of the host
• Meeting Subject → Calendar event title (e.g., "Onboarding Call")
• Meeting Location → Physical address or virtual link (e.g., Zoom URL)
• Meeting Body → Description shown in the calendar event (supports Merge Fields)

Scheduling Setup #

• Meeting Duration → e.g., 30 minutes
• Time Zone → e.g., UTC, AEST

Calendar Connection #

• Select a calendar provider:
  • Microsoft (Outlook / Office 365)
  • Google (Google Calendar)
• Choose available calendars (e.g., assigned user's calendar)

4. Click Save.

What the Candidate Sees #

Step 1: Select Time Slot #

The Candidate sees available slots grouped by date. Example:

Wednesday, 1 Apr

• 1:30 PM – 2:00 PM
• 2:00 PM – 2:30 PM
• 3:30 PM – 4:00 PM

Step 2: Choose Slot #

• The Candidate selects one time option.
• The UI highlights the selected slot.

Step 3: Confirm #

• The Candidate clicks the proceed button.
• The meeting is booked.

How the Runner Handles Scheduling #

• Time slots are dynamically generated from the connected calendar
• Only available slots are shown (no conflicts)
• Time is displayed based on the configured timezone
• Once selected:
  • The slot is locked
  • The booking is confirmed
• The Candidate can reschedule if needed

What the Admin / Reviewer Sees #

Meeting Created #

• The meeting appears under the Candidate record.
• Details include:
  • Date & time
  • Duration
  • Timezone

Calendar Sync #

• The event is created in the organiser's calendar (Microsoft or Google).

Tracking #

Admin can see:

• Scheduled meetings per Candidate
• Timing and attendance context

Tips #

• Keep meeting duration realistic (15–30 minutes is ideal)
• Always set a clear meeting location (Zoom link or physical address)
• Use Merge Fields in the Meeting Body for personalisation
• Make sure the calendar integration is connected and working before going live

Notes #

• Requires calendar integration (Microsoft or Google)
• Time slots depend on the organiser's calendar availability
• The system prevents double booking automatically

Related Pages #

• Agent Editor
• Using Merge Fields
• Explore Timing